Booking Rooms: Ad Astra Guide (Technical)
Ad Astra Training Guide
Table of Contents
Accessing Ad Astra
To access the Ad Astra room reservation system:
1. Type uclahs.fyi/rooms into the address bar of your web browser
2. Enter your mednet credentials in the login page
Overview of the Request Process
A user enters the request process and fills out and submits the request form as required. The user receives confirmation of their request.
The request entry is added to the notification list for the user(s) in the approver group.
General Room Reservations will go to the AudioVisual Department
Curricular Requests will go to Phil Klein
An approver either manually checks their notification list or receives an email from the list that there are new items, and takes action on the request.
If approved, the approver clicks to approve the event and completes the creation of the event record. Confirmation is sent to the requestor.
If declined, the approver clicks to decline the event and optionally enters a reason. Notification is sent to the requestor.
If more information is required, the approver clicks to send a question to the requestor and solicit a response.
Requesting a Room
From the homepage, you can request a room by clicking on the Request Room button on the left-hand side of the screen to access the Room Request form.
In the Room Request form, you will enter your event information in four distinct steps: (1) Basic Information, (2) Add Meeting, (3) Request Room, and (4) Request Resources.
Fill out the following fields in the form:
Affiliation
Event Name
Contact Name (start typing a name to generate a list)
Note: If the contact person does not appear in the list, select guest user and an AV team member will contact the email provided in the contact email field.
Department
Event Type (please select the event type that matches best with your event)
Contact Email
Contact Phone
Food (please enter in the appropriate FAU or type “NA” if it doesn’t apply to your event)
Audiovisual Services: (please enter in the appropriate FAU or type “NA” if it doesn’t apply to your event)
You are now ready to move onto the next step and add a meeting.
Step 2: Add Meeting
Click on the Add Meeting button
Choose if your event consists of a single meeting, multiple or recurring and fill out the appropriate information for the event.
Single Meeting
Select Single if you have only one meeting.
Set the start and end time/date
Enter a description of the event (optional)
Select the Meeting Type
Select the maximum number of individuals at your meeting
Click Add Meeting when you are done
Multiple Meeting
Select Multiple if your event has multiple events.
Set the start and end time
Select the days on the calendar, click on the arrow icon to the right of the calendar, and type in a name for the group
Your group of meetings will appear in the Meetings box. Click on the plus icon to view all the meetings in the group.
Add a description (optional)
Select the Meeting Type
Select the maximum number of individuals at your meeting
Click Add Meeting when you are done
Recurring Meeting
Select Recurring if your event consists of multiple events with a pattern of recurrence (for example, a lecture that occurs every Friday for 2 months).
Set the start and end time
Select a Recurrence Pattern (Daily, Weekly, Monthly, or Yearly) and edit any of the other Recurrence Pattern settings as necessary
Add a description (optional)
Select the Meeting Type
Select the maximum number of individuals at your meeting
Click Add Meeting when you are done
Once you have added your meeting(s) you will be able to see a list of your meeting(s) in the Room Request form. Click on the + icon to view multiple meetings for the event. You are now ready to request a room.
Note: A warning icon will appear to the right of the Add Meeting until a room has been selected.
Step 3: Request Rooms
Click on the Request Rooms button from the Room Request form to open the Assign Room window.
In the Assign Room window, you will see a list of room available based on the dates and time you entered along with the size of your audience.
If your event has multiple meetings you can click on the + icon to view them.
Select a room by clicking on the matching space in the table.
Click OK when done.
You are now ready to move onto the next step and request resources for your event.
Step 4: Request Resources
Click on the Request Resources button from the Room Request form to open the Add Resource window.
You will see a list of the resources and the availability of each resource.
Remember to click the + icon to view individual meetings.
Click on a space on the table to request a resource and quantity.
Click OK when you are done.
You are now ready to move onto the next step and submit your request.
Submitting Your Request
When you are ready to submit your request:
Scroll down to the bottom of form.
Agree to the Terms and Conditions.
Add any Notes. (optional)
Click Submit.
Your request has now been submitted. You will receive an email immediately to confirm your submission and another email when your email has been processed by an administrator.
Viewing Events in the Event List Page
Note: you can view a video covering room requests by clicking here.
Click on the Events tab and then click Events to open the Event List page which displays a list of events along with some details for each event.
The event list page can be viewed as a list of events that can be expanded to reveal their associated meetings, or as a list of meetings only.
View event details by hovering over the hover icon just to the left of each listing.
Click on Event to go to the Event Information page where you can view and edit event details.
Sort events by clicking on the different column headers.
Rearrange columns by dragging the column headers to the left and right.
Hide/Show columns by clicking on the down arrow, selecting columns, and check or uncheck items.
Note: The system will automatically remember your column arrangement the next time you log back in, although every time you open the event list it will default to the “Event View” indicated by the View Events button in the top right corner.
View Events vs View Meetings Setting
Every time you come to this Event List page it will be in the View Events setting.
Remember that each event can consist of just one OR multiple meetings. In this View Events setting, multiple meetings of the same event are grouped into one record.
If you would like this list to display all the meetings, you can do so by switching to the View Meetings setting at the top and now we can see all the meetings listed as separate entries. In this Meetings view, some information that you don’t always see in the Events view will now be displayed like the Room Number for example.
If you prefer this Meetings view, just remember that you will have to switch to it whenever you start a new session. We also recommend you use custom filters to display particular events in ways that you might find more useful.
Filters
To access the filters click on the arrow on the left side of the screen.
A field at the top of this panel shows you the current filter that is being used, click the arrow to switch to another one of your other filters. You can create and save as many filters you like.
To create a new filter:
Clear any existing filter by clicking on the Clear All link (if you don’t see Clear All, try clicking search first)
Go to a filter criteria (e.g., Room, Customer Contact, Event Type) and click on the + icon to enter your specific criteria.
To include the day of the week in your criteria, go to Day Met. When you select a day it will change from light blue to dark blue.
Click the Save icon to save your filter.
Set your filter as the default every time you login by checking Set as default.
Manage your filters by clicking on the gear icon where you can remove filters or change the default.
Scheduling Grid
Note: you can view a video covering the scheduling grid by clicking here.
To access the grids, click on the Scheduling Grids option from the Calendars tab. Access to this option is granted within a user's role. A default grid will be displayed as defined by the calendar permission within your role. The default filter is determined by the grid definition.